At this time of year, we often see an increase in data security incidents, such as emails sent to the wrong recipient, unnecessary use of 'Reply All', inappropriate use of mailing lists, or documents being attached in error.
We appreciate that this is an especially demanding period and that mistakes can happen. However, a brief pause to review recipients, check who is copied in, and confirm that the correct information is being shared can help prevent avoidable breaches.
Before you press send, check:
- People: Are the right people in To, Cc and Bcc? Do you really need to Reply All?
- Content: Is the information accurate, appropriate, and intended for everyone receiving it? If it involves sensitive information, would a call or face-to-face conversation be more suitable?
- Access: Are you sharing the correct document? Use OneDrive links rather than email attachments wherever possible and make sure only the right people can access it.
Consider implementing a send delay to give yourself the chance to spot and stop an email sent in error. If you have sent an email to the wrong person at ‘@lboro’, you may be able to use the Recall function to retrieve it. If an email containing personal data is sent to the wrong recipient, report it immediately using the data breach reporting tool.
Following this best practice also supports the University’s digital decarbonisation campaign to address the 3Cs: Costs, Carbon, and Compliance. Please help us to control avoidable costs, reduce digital waste, and ensure effective data governance. Thank you for your support.